Executive Assistant

to the Chief Executive Officer and General Counsel

Company Overview:

The Commonwealth Foundation is a Pennsylvania-based public policy think tank committed to transforming free-market ideas into policies empowering all Pennsylvanians to thrive. With a vision to make Pennsylvania the leading state for opportunity and prosperity, we work to influence policy through research, advocacy, and engagement.

With a top-notch team of policy analysts and legislative and communication experts, CF transforms free-market ideas into public policies, empowering all Pennsylvanians to thrive. We are a catalyst for prosperity and accountability, dedicated to advancing free-market policy solutions. We are lighting the way toward: excellent education for every child, a thriving economy for every Pennsylvanian, and personal empowerment for every person.

We start with ideas, then leverage our Policy, Government Affairs, and Public Affairs teams to transform those ideas into real policy solutions that become the law of the land in Pennsylvania.

Our core values guide our mission and daily work:

Integrity – We do the right thing – even when it’s hard. We uphold honesty, transparency, and accountability in all we do, earning and maintaining trust from our team, partners and stakeholders.
Stewardship – We carefully and responsibly manage the resources entrusted to us, ensuring maximum impact for our donors, our allies, and the mission we serve.
Mission-Driven. Results Focused. – We relentlessly focus on achieving policy wins that advance our mission of creating a free-market state, always prioritizing outcomes over activities and continuously measuring our impact.
People Matter (Internal & External) – We recognize that our greatest asset is our people. We foster a culture that is welcoming, rewarding, and enjoyable, caring deeply for our team’s growth, well-being, and success. We prioritize relationships and believe all people matter, including those we work with both inside and outside the organization.
Engage to Improve – We actively seek feedback and engage with diverse perspective to continually improve ourselves, our team, and our organization. We value robust, candid discussion as an opportunity for growth and progress.

Position Summary:

The Executive Assistant to the Chief Operating Officer and General Counsel/Office Manager will serve as a vital force in driving efficiency, organization and professionalism. This role demands high-level administrative acumen, excellent judgment and the ability to juggle competing priorities. You will oversee administrative functions, coordinate operational logistics and foster a positive, productive and hospitable workplace culture.

This position is a four day in-person/one day remote role, 8:30 am to 5:00 pm in our Harrisburg Office. Paid parking.

Core Responsibilities:

Administrative & Calendar Management

Manage complex calendars, including scheduling meetings, calls, and travel across time zones.
Coordinate logistics for meetings, events, and legal briefings.
Prioritize and resolve scheduling conflicts with minimal oversight.

Communication & Liaison

Serve as a gatekeeper and point of contact between COO/GC and internal/external stakeholders.
Draft, proofread, and manage correspondence, memos, and legal documents.
Handle confidential information with discretion and sound judgment.

Document & Legal Support

Assist with contract tracking, filing, and document management for legal matters.
Support compliance and regulatory matters under the direction of the General Counsel.
Maintain organized records of legal and operational documents.

Travel & Expense Coordination

Arrange travel, including itineraries, briefing materials, and accommodations.
Process expense reports and reconcile corporate card transactions.

Strategic & Operational Support

Prepare briefing materials, agendas, and follow-ups for high-level meetings.
Support project tracking and cross-functional initiatives led by the COO.
Support the COO & GC in the management of various projects and initiatives.
Produce presentations, weekly Operations Update newsletter, memos, letters and emails.
Anticipate executive needs and proactively manage priorities.

Office & Team Coordination

Collaborate with other executive assistants and departments to ensure seamless operations.
Help onboard new team members and coordinate internal events or trainings.
Maintain office systems and supplies relevant to executive needs.
Manage day-to-day office operations of our Harrisburg Location, including coordinating building, equipment, and furniture repairs; maintaining inventory of office, kitchen, and restroom supplies; organizing storage; managing key distribution; liaising with the landlord and vendors; and performing light cleaning and decorating as needed.
Oversee mail activities, such as sorting, sending, scanning, packaging, handling postage, and making trips to the post office or shipping centers.
Maintain intranet.
Partner with IT to support building access, security systems, phone setup, and office equipment installations.
Support the Human Resources Manager with project and administrative duties.
Coordinate use and upkeep of the conference room, including reservations and ensure it remains orderly and functional.
Lead logistical support for monthly All-Staff Meetings, including catering orders, food setup, serving, and cleanup.
Greet visitors, monitor the front entrance, and direct voicemails and emails to appropriate staff.
Provide administrative assistance for team members, responding to ad hoc needs and project support requests.
Assist with general office tasks and pitch in wherever needed to support a smooth workflow.

Key Competencies:

Professional written and verbal communication skills.
Excellent proofreading ability.
Precision and attention to detail.
Problem-solving and analytical skills.
Customer service and hospitality orientation.
Team collaborator.
Strong organizational and time management skills. Works well under pressure.
Dependable, adaptable, and eager to learn.
Confidentiality is a must.

Qualifications:

Undergraduate degree in Business Administration or related field preferred
3 to 5 years supporting senior executives
2+ years managing office operations
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SharePoint, Teams, Canva, Adobe Acrobat.

Physical Requirements (ADA Compliance):

Ability to work at a computer for extended periods.
Travel Requirements: Up to 10%
Occasional lifting of equipment (up to 25 lbs.).
Manual dexterity to operate keyboards, mice, and other office equipment.
Visual acuity to read technical documentation and screens.

The Commonwealth Foundation is an equal-opportunity employer.

Commonwealth Foundation

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Executive Assistant to the Chief Operating Officer and General Counsel